Time ManagementRandy PauschCarnegie MellonUniversity
August   15 th,   2007: “3 to 6 months”
Today is 3 months and 12 days.
History folks here?
GoalsAvoid wasting timeBosses & delegationSpecific skills and toolsStress and procrastination
www.randypausch.com    = really important point
Remember that time is money         --- Ben Franklinwhat are you worth an hour?
Time must be managed, like moneyMuch of this will only make sense laterBoss / Advisor / ParentLightning pace, heavy on tec...
One Good Thief is Worth Ten      Good Scholars:• Time Management for  Teachers, Cathy Collins, 1987• Career Track Seminar:...
“The Time Famine”Bad time management = stressThis is life advice
The overallgoal is FUN!
Two hours wasted per dayMessy deskCan’t find thingsMiss appointmentsUnprepared for meetingsTired/unable to concentrate
• Being successful doesn’t make  you manage your time well.• Managing your time well  makes you successful.
Goals, Priorities, and PlanningWhy am I doing this? What is the goal?Why will I succeed?What happens if I chose not to do ...
The 80/20 RuleCritical few and the trivial manyHaving the courage of your convictionsGood judgment comes from experienceEx...
Inspiration“If you can dream it, you can do it”                        -- Walt DisneyDisneyland was built in 366 days.
Planning• Failing to plan is planning to fail• Plan Each Day, Each Week, Each  Semester• You can always change your plan, ...
TO DO Lists• Break things down into small steps• Like a child cleaning his/her room• Do the ugliest thing first
Covey’s four-quadrant TODO            Due Soon   Not Due SoonImportantNotImportant
Covey’s four-quadrant TODO            Due Soon   Not Due SoonImportant      1NotImportant
Covey’s four-quadrant TODO            Due Soon   Not Due SoonImportant      1NotImportant                 4
Covey’s four-quadrant TODO            Due Soon   Not Due SoonImportant      1          2NotImportant      3          4
Paperwork• Clutter is death; it leads to thrashing.  Keep desk clear: focus on one thing at a  time• Touch each piece of p...
A good file system is essential
My Desk
Speaker phonelowers stress
TelephoneKeep calls short; stand during callStart by announcing goals for the callDon’t put your feet upHave something in ...
TelephoneGet done: “I have students waiting”How to hang up on telemarketersGroup calls: 11:30am and 4:30pm
My “phone hour” every day
Office LogisticsMake your office comfortable for you, and optionally comfortable for othersNo soft comfortable chairs! I h...
Scheduling YourselfYou don’t find time for important things, you make itEverything you do is an opportunity costLearn to s...
Gentle No’s“I’ll do it if nobody else steps  forward” or “I’ll be your deep fall  back,” but you have to keep  searching.M...
Everyone has Good and Bad Times Find your creative/thinking time. Defend it   ruthlessly, spend it alone, maybe at home. F...
Interruptions6-9 minutes, 4-5 minute recovery – five  interruptions shoots an hourYou must reduce frequency and length of ...
Blurting: save-ups
Cutting Things Short“I’m in the middle of something now…”Start with “I only have 5 minutes” – you can  always extend thisS...
Time JournalsIt’s amazing what you learn!Monitor yourself in 15 minute increments for between 3 days and two weeks.Update ...
Fred Brooks’ Time Clocks
Using Time Journal DataWhat doesn’t need to be done?What can someone else do?What can I do more efficiently?How am I wasti...
Work-Life Balance
Coming to Charlottesville
Procrastination“Procrastination is the    thief of time”                      Edward Young                Night Thoughts, ...
Balancing Act“Work expands so as tofill the time available for      its completion”                   Parkinson’s Law     ...
Avoiding ProcrastinationDoing things at the last minute is much more expensive than just before the last minuteDeadlines a...
Comfort ZonesIdentify why you aren’t enthusiasticFear of embarrassmentFear of failureSometimes all you have to do is ask!
DelegationNo one is an islandYou can accomplish a lot more with help
Delegation is not dumpingGrant authority with responsibility.To the worst job yourselfTreat your people wellStaff and secr...
Alf Weaver Taught Me…Specific thing to doSpecific date/timeSpecific penaltyOr reward… for THEM
Challenge People• People rise to the challenge: Delegate  “until they complain”• Communication Must Be Clear: “Get it  in ...
Never too Early to Delegate
SociologyBeware upward delegation!Reinforce behavior you want repeatedIgnorance is your friend – I do not  know how to run...
MeetingsAverage executive: > 40% of timeLock the door, unplug the phoneMaximum of 1 hourPrepare: there must be an agenda1 ...
TechnologyJanitor’s commentOnly use technology that’s worth it
Change theway you’redoing things
Randy’s Magic E-Mail TipsSave all of it, for searchingIf you want something done, only one  recipient.If you really want s...
Care and Feeding of Bosses         Time Management AdviceWrite things downWhen’s our next meeting?What’s my goal to have d...
General Advice: VacationsPhone callers should get two options:  1. If urgent, contact John Smith at 555-1212  2. Otherwise...
Important AdviceKill your television – 28 hours/weekTurn money into time – especially important for people with kidsEat an...
General AdviceNever break a promise, but re-negotiate them if  need be.If you haven’t got time to do it right, you don’t  ...
Recommended Readings
Action Items1. Get a day-timer or PDA2. Put your TODO list in priority order3. Do a time journal, or count hours of TV4. M...
Time ManagementRandy PauschCarnegie Mellonwww.randypausch.com
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Randy pauschtimemanagement2007

  1. 1. Time ManagementRandy PauschCarnegie MellonUniversity
  2. 2. August 15 th, 2007: “3 to 6 months”
  3. 3. Today is 3 months and 12 days.
  4. 4. History folks here?
  5. 5. GoalsAvoid wasting timeBosses & delegationSpecific skills and toolsStress and procrastination
  6. 6. www.randypausch.com = really important point
  7. 7. Remember that time is money --- Ben Franklinwhat are you worth an hour?
  8. 8. Time must be managed, like moneyMuch of this will only make sense laterBoss / Advisor / ParentLightning pace, heavy on techniques
  9. 9. One Good Thief is Worth Ten Good Scholars:• Time Management for Teachers, Cathy Collins, 1987• Career Track Seminar: Taking control of Your Work Day 1990
  10. 10. “The Time Famine”Bad time management = stressThis is life advice
  11. 11. The overallgoal is FUN!
  12. 12. Two hours wasted per dayMessy deskCan’t find thingsMiss appointmentsUnprepared for meetingsTired/unable to concentrate
  13. 13. • Being successful doesn’t make you manage your time well.• Managing your time well makes you successful.
  14. 14. Goals, Priorities, and PlanningWhy am I doing this? What is the goal?Why will I succeed?What happens if I chose not to do it?Doing things right vs. doing the right things100 things to do in my life
  15. 15. The 80/20 RuleCritical few and the trivial manyHaving the courage of your convictionsGood judgment comes from experienceExperience comes from bad judgment
  16. 16. Inspiration“If you can dream it, you can do it” -- Walt DisneyDisneyland was built in 366 days.
  17. 17. Planning• Failing to plan is planning to fail• Plan Each Day, Each Week, Each Semester• You can always change your plan, but only once you have one!
  18. 18. TO DO Lists• Break things down into small steps• Like a child cleaning his/her room• Do the ugliest thing first
  19. 19. Covey’s four-quadrant TODO Due Soon Not Due SoonImportantNotImportant
  20. 20. Covey’s four-quadrant TODO Due Soon Not Due SoonImportant 1NotImportant
  21. 21. Covey’s four-quadrant TODO Due Soon Not Due SoonImportant 1NotImportant 4
  22. 22. Covey’s four-quadrant TODO Due Soon Not Due SoonImportant 1 2NotImportant 3 4
  23. 23. Paperwork• Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time• Touch each piece of paper once• Touch each piece of email once; your inbox is not your TODO list
  24. 24. A good file system is essential
  25. 25. My Desk
  26. 26. Speaker phonelowers stress
  27. 27. TelephoneKeep calls short; stand during callStart by announcing goals for the callDon’t put your feet upHave something in view to do next
  28. 28. TelephoneGet done: “I have students waiting”How to hang up on telemarketersGroup calls: 11:30am and 4:30pm
  29. 29. My “phone hour” every day
  30. 30. Office LogisticsMake your office comfortable for you, and optionally comfortable for othersNo soft comfortable chairs! I have folding chairs, some people cut off front legs
  31. 31. Scheduling YourselfYou don’t find time for important things, you make itEverything you do is an opportunity costLearn to say “No”
  32. 32. Gentle No’s“I’ll do it if nobody else steps forward” or “I’ll be your deep fall back,” but you have to keep searching.Moving parties in grad school…
  33. 33. Everyone has Good and Bad Times Find your creative/thinking time. Defend it ruthlessly, spend it alone, maybe at home. Find your dead time. Schedule meetings, phone calls, and mundane stuff during it.
  34. 34. Interruptions6-9 minutes, 4-5 minute recovery – five interruptions shoots an hourYou must reduce frequency and length of interruptions (turn phone calls into email)E-mail “ding” on new mail is an interruption -> TURN IT OFF!!
  35. 35. Blurting: save-ups
  36. 36. Cutting Things Short“I’m in the middle of something now…”Start with “I only have 5 minutes” – you can always extend thisStand up, stroll to the door, complement, thank, shake handsClock-watching; on wall behind them
  37. 37. Time JournalsIt’s amazing what you learn!Monitor yourself in 15 minute increments for between 3 days and two weeks.Update every ½ hour: not at end of day
  38. 38. Fred Brooks’ Time Clocks
  39. 39. Using Time Journal DataWhat doesn’t need to be done?What can someone else do?What can I do more efficiently?How am I wasting other people’s time?
  40. 40. Work-Life Balance
  41. 41. Coming to Charlottesville
  42. 42. Procrastination“Procrastination is the thief of time” Edward Young Night Thoughts, 1742
  43. 43. Balancing Act“Work expands so as tofill the time available for its completion” Parkinson’s Law Cyril Parkinson, 1957
  44. 44. Avoiding ProcrastinationDoing things at the last minute is much more expensive than just before the last minuteDeadlines are really important: establish them yourself!
  45. 45. Comfort ZonesIdentify why you aren’t enthusiasticFear of embarrassmentFear of failureSometimes all you have to do is ask!
  46. 46. DelegationNo one is an islandYou can accomplish a lot more with help
  47. 47. Delegation is not dumpingGrant authority with responsibility.To the worst job yourselfTreat your people wellStaff and secretaries are your lifeline; they should be treated well!
  48. 48. Alf Weaver Taught Me…Specific thing to doSpecific date/timeSpecific penaltyOr reward… for THEM
  49. 49. Challenge People• People rise to the challenge: Delegate “until they complain”• Communication Must Be Clear: “Get it in writing” – Judge Wapner• Give objectives, not procedures• Tell the relative importance of each task
  50. 50. Never too Early to Delegate
  51. 51. SociologyBeware upward delegation!Reinforce behavior you want repeatedIgnorance is your friend – I do not know how to run the photocopier or the fax machine
  52. 52. MeetingsAverage executive: > 40% of timeLock the door, unplug the phoneMaximum of 1 hourPrepare: there must be an agenda1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when?
  53. 53. TechnologyJanitor’s commentOnly use technology that’s worth it
  54. 54. Change theway you’redoing things
  55. 55. Randy’s Magic E-Mail TipsSave all of it, for searchingIf you want something done, only one recipient.If you really want something done, CC someone powerful.Nagging is okay after 48 hours
  56. 56. Care and Feeding of Bosses Time Management AdviceWrite things downWhen’s our next meeting?What’s my goal to have done by then?Who to turn to for help?Remember: bosses want results !
  57. 57. General Advice: VacationsPhone callers should get two options: 1. If urgent, contact John Smith at 555-1212 2. Otherwise please call back June 1It’s not a vacation if you’re reading email.
  58. 58. Important AdviceKill your television – 28 hours/weekTurn money into time – especially important for people with kidsEat and sleep and exercise. Above all else!
  59. 59. General AdviceNever break a promise, but re-negotiate them if need be.If you haven’t got time to do it right, you don’t have time to do it wrong.Recognize that most things are pass/fail.Feedback loops: ask in confidence.
  60. 60. Recommended Readings
  61. 61. Action Items1. Get a day-timer or PDA2. Put your TODO list in priority order3. Do a time journal, or count hours of TV4. Make a note in your day-timer to revisit this talk in 30 days. Ask “What have I changed?”
  62. 62. Time ManagementRandy PauschCarnegie Mellonwww.randypausch.com

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